Dear SHARE Region,
Summer sessions hiring continues to begin earlier year over year. In order to reduce unnecessary onboarding we will be placing ASE/GSRs on short work breaks (SWB) over the summer like we have done over the past three years. The units that will be exempt from this will be Space Sciences Laboratory, Chemistry and Chemical Engineering.
Here are some short work break details to share:
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Summer session appointments have a 31-day bridging period to bridge appointments ending in May to the first day of their summer sessions appointment.
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This typically allows for employees in summer session A, B, C and 12W to bypass onboarding
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However, summer sessions appointment letters for sessions D, E and F (who exceed the 31-day bridging period) and onboarding determinations need to be sent out to employees in order for them to complete their hiring process.
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We ask that you not delay the hiring process for these employees and not make them unnecessarily onboard again - - we need to extend and place all ASE/GSR appointments on short work break.
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We will do these HR actions between 4/12/23 - 4/14/23.
Since we are the region with the highest volume of summer sessions, waiting to place ASE/GSRs on short work break later in the semester will delay a significant number of employees from getting their summer sessions appointment letters and their UCPath entry completed.
We do not anticipate this will change anything with regards to still requesting information from you in May about ASE/GSR appointment end dates.
We can still terminate employees while they are on short work break. Should you have any questions about this change, please reach out to your HR Generalist. Also, please note that Smartsheets for Fall ‘2023 are currently being worked on and we will inform you as soon as they are ready. Until then please refrain from adding any Summer or Fall 2023 appointments to the current smartsheets. Once the new Smartsheets are released, we will provide more information on the Automated GSR Appointment Letter process at our April 19th meeting.
Please see our ASE/GSR and Student Assistant deadlines for spring through fall:
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Student Assistant/ASE/GSR Deadlines for Summer & Fall 2023 |
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Due Date |
Action Required |
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4/12/2023 - 4/14/2023 |
SHARE will extend all ASE/GSR appointments through summer and place them on short work break.
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4/21/2023 - 4/26/2023 |
HR Generalists will send out end date reports for student assistants and ASE/GSR appointments. |
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5/5/2023 |
Departments must inform their HR Generalist of any ASE/GSR employees that will not be returning to UCB as a result of graduation or other reasons they will be terminated on their appointment end date. Departments must inform their HR Generalist of any student assistant terminations or extensions. |
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Student Assistant Lead Time Required: 3 weeks |
Departments hiring Student Assistants over the summer should submit their hiring request a minimum of three weeks prior to the Student Assistant’s start date. Student Assistants can be placed on SWB for up to 4 months. |
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GSR Lead Time Required: 6 weeks (Smartsheet will have functionality to generate the GSR appointment letter more info to come on April 19th presentation) |
Due to the new GSR Union Contract requirement for appointment notification (when practicable, GSRs should be provided an appointment letter at least 30 days in advance), the GSR requests should be submitted a minimum of 6 weeks prior to the GSR start dates |
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7/14/2023 (Dept will issue appointment letter) |
Departments need to complete all Fall 2023 ASE Smartsheet entries and approvals for timely 9/1 pay and 8/1 access. |
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8/4/2023 |
ASE must complete their DocuSigns in order to receive timely 9/1 pay and access before the semester starts. |
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8/16/2023 *tentative first day of semester |
Departments ensure no employees should begin working until they have completed onboarding to avoid damage payments. |
As a friendly reminder, here are our details for our April 19th meeting. If you have not already added this to your calendar, please do so now. All SHARE department staff are welcome.
This year we will host a hybrid meeting on Wednesday, April 19th, where we will present in person at Dwinelle 370 and also allow folks to join via zoom. Here is the zoom link: https://berkeley.zoom.us/j/2942006493
We ask that you please place a hold on your calendar for this event.
The agenda is the following:
ASE/GSR Updates and Smartsheet Changes
Time:10 am-11:00 am
** We will go over any end dates, short work break, changes to smartsheet as a result of the new contract and any changes to ASE/GSR hiring
GSAO/Dept Question and Answer
11:00 am-11:10 am
** We will answer questions
Lecturer Hiring, Sabbatical Processing, Merits and Promotions
Time:11:10 am-12:00 pm
** We will go over any end dates, short work break, any changes to the smartsheet and our new Merits and Promotions smartsheet.
AP Analyst/Dept Question and Answer
12:00 pm-12:15 pm
** We will hang around after the meeting for anyone that may have questions or may want us to review anything additional.
We will be sending you the presentation in advance of the meeting and will be recording this meeting.